Divinity Name Change

• Library needs to use analytics to identify fields where old name may exist.  LTS can consult on options for batch update.  Batch update may not be feasible in all scenarios.

Manual Metadata Update

• Library needs to use analytics to identify fields where old name may exist.  LTS can consult on options for batch update.  Batch update may not be feasible in all scenarios.

Manual Metadata Update (1/19/22)

There were 888 bibliographic records in Alma with the old form of the library name in the 524 field (“preferred citation” used for archival records).

NC used a batch process to update Alma 524 text from “Andover-Harvard Theological Library, Harvard Divinity School” to “Harvard Divinity School Library, Harvard University” to align with the citation form now in use in HOLLIS for Archival Discovery.

Of the 225 of these records also present in OCLC, about half should be updated automatically during the next monthly data sync process. The other half (111 records) were updated manually.

• Update library name in SpineOMatic, if necessary

• Update legacy finding aids not in ASpace 

• Uncontrolled finding aid creator field in finding aids themselves would require manual changes.  This appears in HAD in the Administrative Information section of the expanded resource display. (484 resources affected).
• Library would need to identify other places in which the library name may have been referenced.   If advanced search cannot be used for library to find the references, reach out to LTS to determine if these can be identified in sql.

Manual Metadata Update

• Robin created a report via sql for resources with the old name in the Finding Aid Author field; this will require a manual update to each finding aid.  

From Robin 9/10:  I've asked Dave Mayo about possibly slipping in an update-via-API to the Finding Aid Author field in the 485 resource records -- TBD on that.  The additional change they've asked for to the repository description in HAD will appear in prod when ASpace
 3.0.2 goes into production in 2-3 (fingers crossed) weeks. 

• To identify finding aids with it in the notes, Jessica can try to use the HAD advanced search to identify and fix those (41 of these).

• Ordering barcodes with new name

• Update How to Cite guidance
• Develop FAQ for questions about legacy citations

• Share update with professional organizations directly impacted by name change

Boston Theological Institute

Atla

MBLD

• Names are managed in the Admin > Libraries/Archives area of the CRT web interface. 
• Access to the Admin area requires admin privileges; each participating repository has a user with admin privileges (also controlled under the Admin section CRT web interface).
• Maureen has admin privileges and has agreed to make the changes for DIV. But per Maureen, this role will shortly pass to another DIV staff member TBD.

Maureen Jennings 

• Assess impact of name change on use, hyperlinks, etc.

• Note: library names included in METS Labels will not be affected by the LTS updates.
  • METS Labels are (currently) used for display in PDS Objects and Streaming Audio and Video
  • Not every object has an explicit METS label.
  • METS labels can only be changed manually through DRS WebAdmin
• MODS: recordIdentifier-source MH:VIA or MH:OASIS have physicalLocation-Value with full name of the location (at the time the metadata was acquired) 
  • It currently is not part of the MODS-derived label in the DRS - so no immediate impact

Manual Metadata Update
There are slightly more than 17,000 objects in the DIV.LIBR owner code that have METS labels with 'Andover' in them.

No update planned, but MJ will email DRS staff to discuss possible update if opportunity arises if/when new delivery platforms come online

• Streaming Audio and Streaming Video
  • Repository information in metadata display and 'Cite' information addressed in DRS Owner Code change
  • METS label is used in display and 'Cite' as description - can only be changed manually
• Page Turned Objects
  • Repository information in Cite will change with DRS Owner Code change
  • Manifest label is based on METS Label in DRS and will not change automatically
  • Description field in Cite and title bar in PDS Viewer is based on METS Label and will not change
  • Printed caption at bottom of page uses repository information and METS Label - Only repository information will change
• Image Delivery
  • Custom Caption Unit, if present, is source of caption in downloaded images (almost never used)
  • Owner Code information is used otherwise and should be changed with DRS Owner Code change

No update planned, but MJ will email DRS staff to discuss possible update if opportunity arises if/when new delivery platforms come online

• Review bookplate images to determine if any need redesign and deposit

• Order new stamps for units (625, LAW, HDSL)

• Update individual email signatures

• Update landing page info
• Assess updating individual item records

No update to individual items planned, but MJ will document possible update if opportunity arises if/when content is migrated to a new platform

• update Harvard Library Colonial North America landing page
• determine feasibility of/need for updating individual content

• make sure library name change is reflected in current staff profiles

• Update Local Listing info
• (confirm Google Maps has been updated)

• Work with Communications Office to update Library name across web space

Complete

• Update Library name across web space and linked content

• Assess potential impact of name change on agreements + downstream impact
• Update documentation and/or issue amendment
• Inform stakeholders
• Update templates

Gift Agreements

MOUs

Transmittals

• Update name in Maintenance Direct

• Confirm no GOBI or other vendor-related changes are needed in vendor systems

• Update name in RoomBook

• Consider impact of name change on file/folder names
• consider impact of file name changes on hyperlinks 

• Update physical signage + wayfinding
• Update web wayfinding content

• Update social media accounts

• Update electronic templates
• Order new hard-copy stock

Letterhead

Business cards 

Mailing labels

Pencils

Swag

Email signatures

(+ Voicemail message)

• Update name with existing vendors

• update name in HDS entry
• update name in collection-related wiki pages

Gloria Korsman; Jessica Suarez

Update library name in configuration

• List of Libraries
• Organization Unit Contact Information 
• Circulation Desks List  (n/a)
• Physical Locations (n/a)
• Digitization Departments (n/a)
• Workorder Departments (n/a)
• Review fund names for required changes.  Must consult with HL Finance for any that need to be changed. (n/a)

• AP Feed Script - Only adjustment invoices are processed in Alma with DIV as owner.
• AR/Termbill Script
• HD/ReCAP Request Feeds

Bill - AP feed

Kara - AR/Termbill & HD/ReCAP

Complete

AP Feed - N/A

AR/Termbill & HD/ReCAP - updated

• Per Ex Libris Library Name will update in Analytics immediately. The key is the library code (which cannot be changed) which will join to the new library name in the lookup table.

• Need to change repository field - this can be changed in UI by ACORN admin

• Library info is managed in the Aeon Customization Manager (one of 3 desktop clients in the client installation package). Most library information customization is under the Customization tab > Contact Information path
  and also:
  Customization tab > System > General > CustomDropDown > ReadingRoom rows
• Customization Manager access is by policy limited to: LTS Support Staff who support Aeon and the HL primary Aeon contact (TBD); when a new library primary contact is named, s/he should probably get the same access. 
• Some library name displays are controlled on server side by Atlas. For example, the HSR web pages have a "new request" form with a "Location" dropdown, contents of which can only be changed on the Atlas side.

• Change name in Repository record
• If the change to the Repository record does not trigger an fresh export of related finding aids, force it.
• Confirm name change appears correctly in HOLLIS for Archival Discovery
• Text paragraph describing the repository in HAD uses the old name. Updating the text in the Repository record does not update the PUI display. Known issue; needs developer investigation.

Repository record changed 8/18. Name change displays correctly in HAD. Did not trigger automatic export, so a forced export is required to update LibraryCloud.  This export was triggered on 8/24; most records updated 8/25. However, 7K archival object records, of which 727 have DRS content, were not updated. LTS is investigating. Affected resources: div00020, div00474, div00497, div00531, ...

• Confirmed by Relais 7/26

• All Divinity accounts were updated.    If other accounts refer to us under our old name, outreach to Canvas support will be needed

• Reharvest affected Collections after LibraryCloud changes are in place.
• Note: Only records not affected by the case issue can be reharvested until record lookup is made case-insensitive in CNA. No Divinity records in this collection are affected by the issue and therefore all were able to be reharvested.

• Reharvest affected Collections after LibraryCloud changes are in place.
• Note: Only records not affected by the case issue can be reharvested until record lookup is made case-insensitive in CURIOSity. No Divinity records in these collections are affected by the issue and therefore all were able to be reharvested.

• Ask DPLA to reharvest affected Collections after LibraryCloud changes are in place.
• *** Note: DPLA will not reharvest on demand.
• Harvard can't request any re-harvests until record lookup is made case-insensitive in CNA and CURIOSity.  This is on the development roadmap; date is not known yet.

• Change name associated with DRS Owner Code
  • Update the WordShack record for the library

  • Manually change the term's preferred value in the DRS DB term table

  • Reindex everything in that owner code so that the value is flushed through to Solr and Mongo

• Update name on Billing Reports

Created JIRA ticket LIBDRS-7633 to track progress

September 10. 2021- DRS Owner Code update.  Waiting for confirmation that indexing is required/schedule.

December 15, 2021 - DRS indexing has not been scheduled due to adjusted storage migration project timeline. The re-indexing will likely not happen before the end of February 2022.

Jan 21, 2022 - Indexing of the DIV specific records should be done either in the February maintenance sprint, or the two weeks following.

March 18, 2022 - Indexing of DIV records didn't get done in maintenance sprint. Re-indexing of DRS content has been postponed until the end of April.

• LTS to export list of DIV funds for fund name review by library

• DIV to consider options for updating + replacing current e-bookplates (redesign, upload to DRS, relink to Alma record, etc.)

• DIV holdings and items will be republished once the name change is done in Alma config. Options:
  
  • Clone publishing profiles for LRW holdings and items and use DIV physical holdings/items as input with output to /reporting with same "incr" filename used for regular incrementals
  • Run Republish > Republish Subset with DIV physical holdings/items sets on LRW publishing profiles. Test that incremental publishing resumes after republish jobs run. 

• Digital collections
• Lists of libraries on subpages

• Once LibraryCloud data has been reloaded, confirm name change in HDCC

• For Alma - update library name in configuration
• See scope names for Adv Search and Lib dropdowns for both HVD2 and HVD_IMAGES scopes
• For Image data from JSTOR Forum, see /wiki/spaces/LibraryTechServices/pages/59107651

• Web Pages updated
• NCIP addon updated
• Staff informed of change

• Change repository name authority record: this should wait until the LibraryCloud repository name mapping is in production.
• Update documentation: Repository Names and Contacts
• Reharvest library's Forum project
• *** Needs to be timed with HOLLIS Images configuration changes

• Reed working with Gloria Korsman on this

• Request name change to MARC Organization Code record from 

• Update RepositoryNameMapping.xml and move to production.
• Re-ingest Alma, ArchivesSpace, and/or Forum records for that repository (or all Alma, if necessary) after new mapping file is in place. 

• Update WorldCat Registry record

• Publishing changes not needed for Alma
• RAPID branch name change submitted (this will require a week or two to compile)

• Make sure Library-related info is updated (not already covered by Alma update)

• No changes needed

• HD Request Forms
• HD/LAS Stopcode updates/display updates

LAS coding complete by Leila 7/26
Footprint for Qualtrics form update submitted 8/2, ISSUE=41799 PROJ=34
Email to Unix group for retrieval and PWD forms submitted 8/2 (Paul confirmed retrieval and PWD forms done 8/2.

• Alma Login Liaisons Page
• Library names and codes in Alma